2010 Spring Board Meeting

Spring Board Meeting

SDASCOE Spring Board Meeting
February 23-24, 2010
Huron, SD Cross Roads Hotel

sdascoe@yahoo.com

SDASCOE

We began the evening with Q & A’s with Craig Schaunaman, SED, with members of the new STC
present and Tom Kostel, Executive Officer. Board members present were Officers James
Anderson, President and Peggy Groen, Vice President and Acting Secretary. Directors present
were - Keith Zanter, Laurie Pfeifle, Stan Lamb, Becky Zirpel, Kay Massingale and Racheal
Kirkebak. Committee Chairs present were: Jeanie Emmett, Larry Olsen, Roxie Stambach, Dawn
Nagel, Colleen Peterson, Lori Jones, Bonnie Nickelson.

REPONSES TO Q & A’S WITH SED:

Questions were submitted to SED prior to meeting and the following is a summation of the
conversations with SED from the Questions.

Lump sum was discussed and it is not a line item so we will have to absorb that to cover
retirements.
WebTA – now aiming for PP 6
The only way to judge workload now is by number of DCP, ACRE, CRP and SURE
contracts and divides out the numbers
Temp dollars ($410,000) - 1st quarter spent over 1/3 of funds, STO held back $25,000 for
emergency money such as medical emergency etc. The temps were weighted more to the
SURE program than the ACRE when allocating the Temps to County Offices. There were
$’s allocated to DD’s for them to manage where the need is in their districts.
Mr. Schaunaman has asked where we can cut such as COR’s – they can not travel like
they have been perhaps more will be completed by mail. There will be only 4 DD meetings
this year with the rest being conference calls. County Office supplies – suggestion that $’s
should be allocated to DD’s and DD’s allocate to County Offices. Comments were made
about having to order from certain suppliers and not from the cheapest supplier which
causes budget concerns – no solution at this time.
First quarter of FY10 lease costs increased $165,000 over same timeframe in previous FY
which translates to approximately $650,000 in increase for leases for the entire FY that
was not planned for in the budget.
SED’s have to do a weekly budget report to WDC.
Budget will be coming in next few weeks
Supply budget is going to be real short – Counties that aren't being frugal will be visited
with.
STO didn’t spend much on equipment last year so didn’t get much in the budget for this
year.
The sharing of NRCS vehicles has been discussed with WDC and is an issue which will be
solved in the near future.
Payment issues with the web was addressed and the bottom line the programmers,
payment people and IT never were in the same room to discuss what was needed and how
it had to work.
STO newsletter mailing is about $15,000 for each issue. We must think in the 21st
century. Jamie worked hard on a simple – no frills- web site for news information to the
public. She had it ready to go and WDC pulled the plug on it. WDC said we have to use
Eauth so this issue is very frustrating to Jamie and to SED.
Question was asked of Mr. Schaunaman what he expects from County Offices that
perhaps he is not getting from them. He really didn’t know of anything at this time and has
not heard any valid complaints from producers throughout the state. DD’s have a one on
one meeting with SED for ½ hour when at the STO and that can be about anything they
wish to visit about.

The Board enjoyed the time spent with Mr. Schaunaman and the open communication that was
shared.

(This is a summation on responses from Mr. Schaunaman and are not considered his quotes)

MUNUTES AND FINANCIAL REPORTS

Meeting came to order at 10 pm with review of Minutes from October 2-3, 2009 held in Madison
at our Fall Board Meeting and Treasurers Report reviewed with motion to approve made by
Racheal Kirkebak and seconded by Kay Massingale with all in favor; motioned carried.

COMMITTEE REPORTS

Jeannie Emmett- Benefits Chairperson reviewed the email that was sent on 2/22/10 to the State
with the emphasis on sign up for SAMS Club Benefit and use of coupon and membership card for
SDASCOE and RASCOE Members and the deadline date. Continued to encourage use of the
NASCOE Travel site and the all that it has to offer with the benefit being it benefits NASCOE and
is for everyone to use. She stated that Cell Phone discounts still remains one of the most asked
questions.

Larry Olsen – Legislative Chairperson reviewed his report (attached) and then reviewed the
current resolution for change in SDASCOE Districts (attached). This will be reviewed and voted
on at the State SDASCOE Convention.

Colleen Peterson – Award/Scholarship Chairperson gave a verbal report. Colleen reviewed DSA
Winners and explained that nomination forms are fillable now, which makes it easier for
submission. Talked about the Extra Mile Award and that it is for anyone to submit for someone
that has done extra with SDASCOE etc. She encouraged us to submit Extra Mile Awards to show
appreciation. There will be an email coming soon on Sick Leave Awards. There were 9
scholarship applications for SD

Lori Jones – Membership Chairperson verbally reported 272 County Office members for 97.8%
membership for SD. There are 10 GS County Office full Members for 12% membership.
Associate membership is up a little from last year at this time with 70 Associate Members.
Ways and Means report was absent but comment was that the prints for raffle were approved.

Dawn Nagel and Bonnie Nickelson – Publicity Chairpersons verbally reported they encouraged
everyone to send information to both of them and as soon as the news happens. Waiting for the
deadline delays timely publication of the newsletter. They encourage sharing family and FSA
news with them for all to enjoy.

Roxie Stambach - Emblems/Programs the request was sent out for a design for a State Pin and
for an emblem for our 50th Year Celebration. Bonnie Nickelson was the winner and Roxie
thanked everyone that submitted a design. The Board voted on T-shirts, sweatshirts, caps and
can koozies with the 50th design imprinted. We will also have regular line of emblem items for
sale at the State Convention.

Roxie encourages people to send in Program items. Roxie reminds us of the importance of this
process.

Becky Zirpel – CAPWIZ coordinator for SD submitted a report (attached). She encouraged
everyone to use CAPWIZ and it was a successful tool for our Benefit requests. Becky requested
that when a person changes their email to remember to update that in CAPWIZ or let her know
and she will be happy to update it for them.

Web Master – Marcia Bunger and Jennifer Chavez were not present but report was given in their
absence. The old site cannot be updated and will exist for the time being, which presses the
need to upgrade the domain and migrate to new site, which will link it to NASCOE and vice-versa
with only the webmaster being able to make changes. It was requested of the board to give Web
master approval to update the website and complete these changes. The Board gave approval
to complete this upgrade and renaming to make the site functional. Comment is that this is
necessary to have a web site current and functioning in this day of technology.

Motion was made by Keith Zanter to approve all reports and seconded by Becky Zirpel, all in
favor; motioned carried.

At this time Al Dangel gave brief comments of items that would be needed at the State
Convention for the RASCOE group.

OLD BUSINESS

Next was old business in which we discussed Duties and Position Descriptions; Peggy and Jim
said that this has not been as easy of a job as first thought, but these will be ready by State
Convention.

The By-law changes were discussed and this is to be voted on at Convention in General
Session, this will be published in the SDASCOE newsletter and copies will be handed out. If this
passes there will be an immediate need for elections to take place and have new Directors in
place by June 1, 2010 to take office July 1, 2010. Directors will be asking for willing people to run
in lieu of this passage so that election can run timely.

Jim discussed that he receives many surveys from NASCOE that he is to answer for the State.
He explains this can be very difficult but at times he has consulted with the STO if it is applicable.
NASCOE info has been slow in coming, but there hasn’t been a lot of activity. Jim stated that the
NASCOE Now, in which he forwards, has the approval of the STO for forwarding through
Government email.

SDASCOE/NASCOE Directory is up to date but if there are changes people are to let Larry Olsen
know as he is completing this for the NWA.

NEW BUSINESS

Data Base was discussed and the importance of every member sending their NAME, EMAIL
ADDRESS AND HOME ADDRESS to Dianna Shafer, in which she will forward on to the National
Data Base. To date South Dakota has 70 listings for emails and several more with home
address. Jim reemphasized that we are being watched very close by IT and it is a matter of time
before we are no longer able to use the Government email for sharing information to our
members.

State Grievance Board was discussed. Our SED asked us to submit names for the positions on
this board. Names submitted are Keith Zanter, Member and Stan Lamb Alternate for CED
position and Kay Massingale as Member and Laurie Pfeifle as Alternate for PT position.

Director election was discussed and, in lieu of possible passage of the resolution of realignment
of Districts, the Directors will send a message to the members in their respective District to ask
for willing volunteers for each District. This election will have to take place before June 1st to be
in place by July 1, 2010.

Next was appointment of delegates to the NWA Rally held in Whitefish MT and for the National
Convention in Little Rock AR. After several willing participants and discussion Stan Lamb made a
motion to approve Jennifer Chavez and Kay Massingale as Delegates for both meetings.
Alternate for Jennifer Chavez is Keith Zanter for NWA Rally and Dawn Nagel for National
Convention with alternate for Kay Massingale for both Rally and National Convention Racheal
Kirkebak. Becky Zirpel seconded motion. All approved; motion carried. The Board thanks these
individuals for willingness to represent our State.

Caucus room in Arkansas for National Convention was discussed with a motion made by Keith
Zanter for $500 toward the room and seconded by Racheal Kirkebak – discussion was held and
motion was amended to read for the cost of the room for 4 nights not to exceed $725. Stan
Lamb made the motion to amend the motion and was seconded by Keith Zanter. All in favor;
motion carried. Jim Anderson and Mary Johnson will contact the other NWA States to ask for
assistance if they so choose to use the room as their caucus room with SD.

FINAL PLANS FOR STATE CONVENTION

Brookings County will be in charge of Friday Night games with each District, RASCOE and STO
having teams. The Teams will be 4 to 5 people. More information will be in the SDASCOE News
Letter.

Board discussed invites to the State Convention to JM Marketing, Congressional, NASCOE
Representation, RASCOE, NAFEC, WDC representation, SED and State Committee. SDASCOE
pays for meals, registration and rooms for invited guest.

The Board discussed line-up for Friday agenda and for Saturday agenda. Door prizes will be
furnished by District 3 and 4 and will need 2 per county.

A Financial Planner will be on the agenda in the afternoon then the Committee meetings will
follow.

Saturday am there will be beverages available at meetings and notated that the Hotel provides a
continental breakfast.

In addition to the usual agenda there will be a 50th SDASCOE Anniversary Display along with
extra activity planned for the celebration.

Last items discussed are our History Book and old information and the need to scan and store
our history on CD’s. Jim will check with Lynda Steichen, Retiree, to help with this project.
Jim stated that we are about jobs and benefits. We are not everything to everyone.

Becky Zirpel made a motion to adjourn and seconded by Racheal Kirkebak. Meeting adjourned
at 11:15 am on February 24, 2010.

Minutes prepared by:
Peggy Groen and Becky Zirpel
for Dianna Shafer, SDASCOE Secretary/Treasurer